FINANCIAL MANAGEMENT MEETING
August 9, 2005 9:30 - 11:30 AM
The PyleCenter
Minutes
Welcome and Introductions
Agenda Changes
Add to Accounting Services: Alignment; Merchant Codes
Business Services Updates
Lawson Appointment, Payroll and Benefit System Software - Following the Parallel test of the new APBS system in March,
the UW System Chancellors paused the project. Two studies are now underway. (1) The UW-Madison Lawson Assessment
Project (LAP) is evaluating options regarding a number of gaps which UW-Madison found in the system as it had been
configured. This group is reaching its final conclusions and will present the first draft report to the UW-Madison APBS
Steering Committee chaired by Darrell Bazzell next week. (2) A fit-gap analysis of Peoplesoft’s HR/Payroll software is being
conducted. This analysis will be conducted by an outside party and should also be complete by Mid-September.
When both projects are complete, the results will be presented to UW-Madison APBS Steering Committee, the UW System
APBS Steering Committee and ultimately the UW System Chancellors and President. A decision about how to proceed with
improving and replacing our legacy systems will flow from there.
Kronos for UW-Madison Student help (hourly) employees - The implementation team is training all schools and colleges in the
use of the Kronos software with the goal of having all students use the system by the end of the 2005 calendar year. The
College of Engineering went live on Kronos two weeks ago, joining the School of Education and most of the administrative
units at UW-Madison.
Purchasing Services
State-wide Contract Updates
State contacts for Purchasing are still in the approval process (office supplies, printers, copiers). Copier contracts are eminent.
Purchasing Training Sept. 20 and 22
Check the Office of Human Resource Development web site at http://www.ohrd.wisc.edu for training information on “How to
Purchase Goods and Services at UW-Madison: Part 1” and “How to Purchase Goods and Services at UW-Madison: Part 2.”
Office Supply Vendor to be switched from Corporate Express to Office Depot
A contract has been offered to Office Depot, but it has not signed yet. Purchasing Services is starting the process to work with
Office Depot. The same office products United Stationer Catalog will be available. The prices will be better than Corporate
Express. Implementation will be this Fall. An announcement will be made. There will not be any changes in the logon or
passwords for the web.
Posters
There are a couple of different companies that are sending what looks like Government notices stating you need to post
notices/employee posters which they sell (Federally required posters regarding minimum wage requirements, equal opportunity
requirements). The Office of Human Resources Classified Personnel has a web site that you can go to and get the posters for
free at: http://www.ohr.wisc.edu/Forms/poster_requirements.htm (can be printed on a laser printer). Do not purchase the
posters. Information about the posters will be in the next issue of Business Services Newsletter.
October Meeting
At the October meeting there will be a year end report for Purchasing statistics, contract updates and information on what our
IT services has been working on for providing P.O. Payment information.
Accounting Services
Alignment
Information has been emailed to Divisional Business Representatives and Travel Coordinators about the Alignment that
Accounting Services has implemented. The Alignment goes along with the Strategic Plans. Some items that were emphasized:
 Terri Gill with Margie Burris will make up the Travel Team. This includes processing Travel Expense Reports
(TER), travel agency implementation and audit delegation and certification on campus.
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Direct Payment staff reports to Jeanne Schiro.
Vendor Files maintenance staff reports to Virginia Brown.
Lori Nolley is working on Payment to Individuals, and is working with Jose A. Carus, Jr.
There will be no changes in telephone numbers or locations, just changes in Supervisors.
You will be notified of any further changes.
Training
Check the Office of Human Resource Development web site at http://www.ohrd.wisc.edu for training information on the
following:
 An Overview of Accounting Processes at UW-Madison
 Payment to Individual Reports (PIRs), Travel Expense Reports (TERs) and Other Direct Charge Payments
 Purchasing Card Policies and Procedures
 WISDM for Divisional/Departmental Staff
 WISDM for Project/Grant Administration
You and your employees are encouraged to attend the sessions as a refresher or for the first time.
Travel Update
Two committees have been formed for Travel changes. Terri Gill is setting up a work plan to implement 4 contracts (Adelman
Travel Group, Orbitz for Business, STA and Worldtek) and a communication plan. There are campus representatives on the
committees. We are working with the Department of Administration on our campus travel needs. Terri is leading work on an
Automated Travel System (ATS) requirement document for the ATS campus team. The Division of Information Technology
(DoIT) will review the document and provide an estimate for implementation.
Upcoming Accounting Services Projects/Strategic Plans
Major implementations:
 Improvement to Shared Financial System (SFS) - Includes a PeopleSoft upgrade to 8.8 will happen Thanksgiving
2005.
 The Project/Grant Implementation - Working with Research and Sponsored Programs (RSP) to move the information
off of Legacy system. RSP is about ready to move into a 3 month exercise project dealing with the scope of the
PeopleSoft product to implement. On August 24, 2005, they will start with getting the basic information. Others on
campus will be involved.
 Fall Implementation of the Electronic Scholarship Process.
 Invoice Against Purchase Orders in SFS.
 Improve Purchasing Card Services with phased in implementation.
 Improve Travel Related Services with phased in implementation.
 Risk Assessment on Direct Pay Delegation for Audit Process. This will eliminate duplication. There will be training.
Purchasing Card Updates
New software for the Purchasing Card program is on hold. We are working with US Bank on what our needs are on campus
and also working with DOA and UW-System. We continue to use PVS Net.
Merchant Cards and Security Updates
As many of you are aware of, there are many concerns about security protection concerning paper forms displaying merchant
card information and cancelled checks. A month ago, Accounting Services sent out an e-mail to alert merchant card holders
and DBRs about the new State Statutes effecting receipts presented to our merchant card customers. Effective Aug 1, 2005,
the merchant card receipts returned back to our customers must contain no more than the last 5 digits of their merchant card
number.
If your department is collecting merchant card information and has not received this correspondence, please contact me at
shau@bussvc.wisc.edu. If you are retaining paper copies containing sensitive information such as merchant card numbers and
checking accounts, we recommend these pieces of paper are kept off of desk surfaces and in locked file cabinets, or shredded if
not longer needed for documentation. Preferred shredders cross cut the papers.
As for computer files containing sensitive information, we recommend campus to follow our best security practices. To find
out more about our current best practices, please review the following web site: www.doit.wisc.edu/security. Recently in the
news, there have been other security concerns related to protection of social security numbers, names, and addresses. Please
make sure paperwork containing this information which is no longer useful for documentation, is shredded and not disposed of
in waste paper baskets.
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Internal Audit has been working closely with our Legal Department, Division of Information Technology (DoIT), and
Department of Administration (DOA) in regards to these matters.
Airline Coupon Drawing (United Airlines) Winners:
Free Domestic Flight Coach Ticket - Mary Dodd, College of Letters and Sciences
One-way, One-class Upgrade – Kathleen Moore, Business Services
One-way, One-class Upgrade – Jeanne Rotter, Athletics
Upgrade Certificate from Mileage Plus Program to Premier – Kirby Toberman, National Primate Research Center
Adjourned at 10:25 AM.
The 2005 Financial Management Meetings will be from 9:30 AM to 11:30 AM on the dates listed below. Location for the
current meeting will be stated on the Agenda.
October 11 – The Pyle Center
December 13 – The Pyle Center
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